Admin Assistant (2 Positions)
Admin Assistant (2 Positions) at THPS August, 2023
Position Title: Admin Assistant (2 Positions)
Reports to: Administration Officer
Position Location: Korogwe (1) and Kahama (1)
Purpose and Scope of Job:
To organise and supervise administrative activities that facilitate smooth running of the Dar Team.
Principal duties and responsibilities:
❂➽ Organizing trainings, conferences, meeting, seminar and other events.
❂➽ Ensure facilitator contracts are in place before the start of the training and the necessary transport logistics such as booking, per diem, accommodation, are in place.
❂➽ Assist with booking venue, catering and soft drinks
❂➽ Ensures training materials are available and delivered to the venue on time and coordinate the purchase of specified stationeries.
❂➽ Assist with training room layout and ensure training equipment’s (LCD, laptop, pointer etc) are available as requested. Upon closure of the training make sure the equipment’s are returned to the office.
❂➽ Prepare course certificate at the completion of the training.
❂➽ Responsible for training data entry and maintenance of data base.
❂➽ Enter training data into the Training database and regular to run database clean up
❂➽ Ensuring office electricity and water is available through out
❂➽ Manage staff bookings for Hotels and flight, update the list for Hotel invoice to avoid double payment and follow up for all pending invoices.
❂➽ Assist with the co-ordination of other office events such as meetings staff re-treat, staff day out, launching etc.
❂➽ Preparing administration and program purchase requisitions.
Qualifications, Experience and Skills Required:
❂➽ University degree in Business Administration or any related field is required.
❂➽ A minimum of Five (2) years of relevant professional work experience in managing the front desk, Administration or customer care.
❂➽ Hands-on experience on Microsoft Office applications
❂➽ Fluency in English and Swahili is required.
❂➽ Excellent verbal and written communication skills including the ability to interact professionally with directors, managers, colleagues and clients.
❂➽ Team player and works very collaboratively with others
❂➽ Thinks and Acts Strategically
❂➽ Must have time management skills and flexibility to work beyond normal business hours.
How to Apply:
Interested applicants should send their application cover letter one page maximum and CV four pages maximum to firstname.lastname@example.org by August 16th, 2023 with a subject line of ‘Position’ example Medically Assisted Therapy Program Officer. Only shortlisted applicants will be contacted. Please do not attach any certificates at this stage.
THPS is an equal opportunity employer; women, people living with HIV/AIDS and people living
with disability are encouraged to apply.